Job Tuition

5 Essential Email Tips for Your Career

June 28th, 2007 by Andrew

You probably use email throughout your work day. But how often do you consider the effects it can have on your career? An email mistake could forfeit your job. But if you arm yourself with these tips, you should be safe and more effective at work!

1. Think before you send.

You’ve probably heard the saying, “Engage your mind before you put your mouth in gear.” The same applies to email. It’s so easy to type out an email and hit “Send.” Don’t fall into the trap of sending emails without first thinking about the contents.

Email taboos aren’t difficult to ascertain. Ask yourself, “Would I say this in person?” If not, don’t send it. For some other thoughts, check out an article by Penelope Trunk: 5 emails you should never write.

2. Remain professional.

Email has become a standard communication method. We email everything from job offers to stupid jokes. The trick is to remember that company email is for professional business only. Your company might allow some incidental personal email use, but don’t abuse it.

And most importantly, always remain professional in emails to colleagues. You don’t have to be stiff shirted, but give them (and the entire company) the respect they deserve.

3. Use proper grammar and spelling.

R u their? That doesn’t make much sense, does it? Your teenager may understand it in a text message from a buddy, but your coworker in Human Resources won’t. Proper grammar and spelling is essential to ensure people comprehend your emails.

More than that, this is part of being professional. If you don’t take the time to spell check an email or use complete sentences, what will your colleagues think about your work product?

4. Write good subject lines.

Email is supposed to help you get work done. How is Bob down the hall going to know what you need, if you don’t properly label your emails to him? It doesn’t help him be effective, and you probably won’t get a timely response needed for your job. Everyone suffers.

Instead, label all emails with a well-worded subject. Don’t leave it blank! Make it clear what project or task the email relates to, but keep it brief. For other ideas, check out How to Construct the Perfect Email Subject Line.

5. Don’t live in your email.

Email is a tool. If you spend all day rummaging around in your inbox, you won’t get your real work done. Sure, you might send and read a bunch of email, but what do you have to show for it? Unless your job is specifically about communications, email is just a way to help get other things accomplished.

A great way to tame the email addiction is to only check it periodically throughout the day. Try once per hour. You could probably even check it less often than that. And let your coworkers know that truly urgent matters warrant a phone call. This allows you to step out of the inbox, do your real work, and know that urgent things will get your attention when needed.

Master your email, before it masters you!